Multi-location ordering and replenishment from head office to every branch

The problem

Branch replenishment requests scattered across email, phone and group chats

When branches restock from head office, the requests tend to arrive in whatever form the branch manager finds quickest. One sends an email, another calls the warehouse, a third posts a list in a group chat. Head office then has to collect them, check them against the range and work out which branch is waiting. Duplicate requests appear, and a branch can wait days without knowing whether its order was ever seen.

A multi-store ordering system gives head office one range to order from, a single record per branch order and a status that the branch can check for itself. It turns replenishment from a chase into a queue.

How it works

How a replenishment order travels from branch to head office

1. Head office publishes the range

   Head office sets up one product catalogue with categories, SKU, description, net price, an optional discount percentage, unit of measure and an in-stock or out-of-stock flag. Every branch sees the same range.

2. Branches raise replenishment orders

   Branch staff build an order from the catalogue. It stays private as a draft, so a manager can save it, check it against what the branch needs and submit it when it is right.

3. Branch leadership approves

   Staff with approval rights in a branch approve their own orders automatically. Everyone else submits the order for review, and it waits in Pending approval until a manager approves it.

4. Head office triages and fulfils

   Head office works through approved orders, accepts them and moves them to Processing and then In transit. If a branch has asked for a quantity that cannot be fulfilled, head office requests changes, which returns the order to draft for the branch to amend, or rejects it, which cancels it.

5. Branch confirms delivery

   The branch follows each status change in real time until the order is Delivered. Invoice references are recorded on the order, so the branch and head office both have the same paperwork against the same order.

Features

Replenishment features for head office and every branch

Scope

Multi-location inventory management, scoped to ordering and replenishment

Many teams search for multi-location inventory management because they need stock to reach every branch on time. ordr.broker covers the ordering side of that job: the request from each branch, the approval, head office’s fulfilment and the status every branch can see until delivery.

It does not count stock in branches or track inventory levels, so it will not tell you what a branch has on its shelves. Pair the ordering record with whatever system you use for stock counts.

In practice

A morning’s replenishment run from head office

Picture a head office team supplying twelve branches of a retail chain. By mid-morning, several branches have submitted replenishment orders. The team opens the approved queue, accepts the orders that are complete and moves them to Processing. One branch asked for more of a line that is now flagged out of stock, so the team requests changes on that order and it returns to the branch as a draft. The branch manager amends the quantity, resubmits, and the approval step runs again before head office accepts it.

Later, the head office team sends an announcement to the three branches in one region about a changed delivery day, and filters the order report by status to find the orders still in transit. The branch managers see their orders move to In transit and then Delivered without calling anyone.

Who it is for

For chains and multi-branch businesses that restock from a head office

ordr.broker suits retail chains, multi-branch service businesses and any group whose branches are supplied by a head office or central warehouse. It is built in Cyprus. Each business gets its own workspace, branded with its logo and colours, and the interface is available in English and Greek.

Be clear about the boundary. ordr.broker manages ordering, approvals, fulfilment status, discount codes, announcements and reports. It does not count stock in branches, show branch stock levels or calculate reorder points. Teams that need those should look for a stock system alongside ordr.broker, not expect it here.

For a network of independently owned outlets rather than your own branches, see franchise ordering software. Businesses that supply trade customers rather than their own branches will find the B2B ordering portal page more relevant. The order management software page covers the wider order lifecycle.